Job Description
Statement of Duties to be Performed (% Of Time):
A. Provides Program Management Support (35%)
- Prepares a variety of correspondence, reports, tables and spreadsheets, faxes and other documents in draft and final form for PO staff. Ensures that these documents are in the proper format, consistent with USAID/Morocco and Embassy standard requirements. Locates, obtains and tracks appropriate clearances and signatures.
- Processes all unsolicited proposals received by the Mission and drafts Mission response letters to unsolicited proposals. This may at times also require coordination with Embassy or USAID counterparts.
- Supports the planning and logistical coordination for PO meetings and events, including Implementing Partners meetings, portfolio reviews, and other events as assigned.
- Assists with the development of required reports for internal USAID purposes.
- Liaises with other technical and support offices on PO-related matters as needed.
- Supports PO as a USAID procurement (GLAAS system) requestor.
B. Provides Administrative Support to the Program Management Office (35%)
- Receives and places telephone calls, as required, takes and leaves messages, answers questions or directs callers to other staff members. Sets up meetings and schedules appointments as requested and plans, organizes and provides logistical support for meetings.
- Manages all PO correspondence. Receives, reviews and controls all incoming and outgoing correspondence and communications. Routes correspondence to appropriate staff member. Tracks documents sent to other offices and follows up. Ensures quality control of outgoing PO correspondence.
- Keeps track of all actions forwarded to PO and prepares a delinquent action list for the Office on a weekly basis or as frequently as requested. Records and tracks other pending actions and informs the Program Office Director and other staff regularly of their status.
- Serves as files custodian for PO files and records. Maintains the office’s electronic and paper filing system ensuring that it is user-friendly, up to date and in accordance with relevant USAID Records Management System guidance.
- Maintains an adequate stock of expendable supplies.
- Provides time and attendance support to PO staff.
- Makes travel arrangements for PO staff and TDYers, including preparation and tracking of travel authorization (TA) and advance requests, making hotel and airline reservations, and arranging transportation. Completes travel vouchers after completion of travel. Provides similar logistical services to incoming visitors reporting to PO.
- Maintains database of key contacts and partners for all programs.
- Assists PO and Mission staff to translate talking points, letters, or documents, as necessary, into French or Arabic.
C. Provide Support to Development Outreach and Communication Specialist (30%)
- Translates USAID outreach material (press releases, social media, event agendas, briefing materials, etc.) into French or Arabic as required and validates translation provided by external contractors for outreach purposes; maintains an ongoing “translation glossary” of frequently used technical terms for use by staff and translation contractor(s) in Arabic and French. This may also include working with contracted translators to provide translation of select terms into Tamazight.
- Supports the preparation of Mission briefing/publicity materials (i.e., program/project descriptions, “success stories,” sector summaries, briefers, facts sheets, slide presentations and other outreach materials) helping to ensure they are up-to-date and available to respond to requests for information from Mission staff, Embassy, press and USAID/Washington. This includes maintaining a supply of hard-copy briefing packages for Mission staff access.
- Supports in the planning and organizing of USAID Outreach events and site visits, as needed, which may require occasional travel and content collection. This support may include preparing press releases and other communication materials.
- Manages the warehouse inventory of USAID Mission promotional and outreach items.
- Assists DOC Specialist in coordinating with AORs/CORs and liaising with implementing partners to carry out outreach and communication activities that support USAID/Morocco Development Objectives.
- Assists DOC Specialists with social media management, including directly posting onto USAID/Morocco’s social media platform(s) as needed.
- Upon COR Level I certification, serves as Alternate COR for the Mission’s primary communications support contract and/or alternate or primary COR for other communications support contracts as they arise.
Minimum Qualifications Required for This Position:
a. Education: Completion of at least two years of full-time post-secondary at college or university.
b. Prior Work Experience: A minimum of three years of progressively responsible work experience, of which two years should be related work with international organizations, implementing partners, non-governmental organizations, other donor organizations, or host-government organizations. Experience in an English-language work environment is required.
c. Language Proficiency: Level IV in English and Arabic, in both written and spoken, is required. In addition, Level III oral and writing ability in French is required.
d. Knowledge: The Program Assistant should be familiar, or able to quickly become familiar, with the responsibilities and activities of the Office of assignment, as well as possess a general knowledge of standard office procedures and practices. The Program Assistant should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.
e. Skills and Abilities: The Program Assistant must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, and other software programs as designated. The Program Assistant must be proficient in using the Internet and e-mail.
CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: December 11, 2024, 11:59 pm Rabat Time
